Travel Policy

Retrieved from 12/14/2011 Memo to the FIT Community

  

Travel Reimbursements: (refer to BiTech Policies and Procedures on INSIDEFIT)

• Original receipts must be presented for all expenses, except for tips and snacks under $5.00

• Reimbursement forms must be approved by the same supervisor who approved the original travel request. Employees cannot approve their own expense reimbursements

 

Travel Advances: (refer to BiTech Policies and Procedures on INSIDEFIT)

• Must be approved by a supervisor

• Backup should include information on the conference, event, purpose of trip

• College will pay as an advance:

o 100% of hotel and transportation

o 75% of meals and incidental expenses

 

Transportation to and from airport or train station:

• Fully refunded with receipts, plus tolls and up to 15% tip

• Should use most economical travel options

 

Hotels:

• Basic room and occupancy tax fully refundable when staying at hotel where conference is being held, or if hotel is recommended by the conference

• Room service, laundry and pay TV charges will not be reimbursed

• In addition to business related telephone calls (to the College), one personal telephone call per day while traveling will be reimbursed

 

Airfare /Railfare:

• Economy or coach tickets only

 

Car Rentals:

• Only allowed when no other means of transportation is available. The most economical parking options should be used.

• Car rental expenses for personal use during a conference will not be reimbursed

 Personal Automobile:

• NYS/IRS approved mileage rate (currently .55 cents/mile) plus tolls

• Should only be used if more economical than air or rail

• The most economical parking options should be used at conference sites or when deciding to parking at an airport versus taking a cab to airport.

Meals:

• The College will reimburse for meals purchased during work related travel upon submission of original receipts up to a total of $50.00 per day. Tips and snacks under $5.00 do not require receipts.

• Alcoholic beverages consumed during a meal will not be reimbursed

 

Tipping and Gratuities

• Payment for customary and reasonable tips and gratuities such as baggage handling and for transportation services is permitted. The cost of tips for meal service is included in the daily meal allowance and will not be reimbursed as a separate expense.

 

Personal Travel and Entertainment:

• Optional conference banquet expenses will be covered with prior approval from supervisor

• Expenses for non-conference related entertainment or travel in the conference host city will not be reimbursed

 

To request reimbursement of travel funds, complete the Travel and Business Expense Report form and attach expense details.